2024 Autumn Walk HOA Annual Meeting
Date: November 19, 2024
Location: Via Zoom
Attendees:
1. Board & Management Team:
a. Dharmesh Patel (President), 9811
b. Fred Leong (Vice President, Communications), 9854
c. Allie Stegner (Member-at-Large), 9832
d. April Day, Community Manager, Community Association Services, Inc. (CAS)
2. Residents
a. Attending (1): Oge & Lota (9806)
b. Proxies (9): 9804, 9808, 9814, 9819, 9848, 9849, 9852, 9853, 9866
Agenda:
· 2023 Minutes
· Report on Past Year
· Landscaping, Reserve Study
· Discussion
· Resident’s Forum
· Elections
· Budget, Fees
2024 Meeting Notes:
1. Meeting Called to Order by Dharmesh at 7:06 PM
a. Fred will take minutes
2. Establishing Quorum
a. 12 of 45 houses (25%) required by Bylaws
b. 4 in attendance + 9 proxies = 13 homes
c. Quorum is established
3. 2023 Minutes were distributed and read
a. One minor correction: 14 houses (not 17) but quorum still met
b. Minutes approved (Motion: Fred, Second: Dharmesh, Vote 3-0)
4. Report on past year:
a. Dharmesh:
i. Walkthrough
1. Trimming crepe myrtles, paint monument trim, power wash monument, removal of tree leaning over, retaining walls (stones loose) behind row with 9844, removing tree
ii. Johnson Landscaping:
1. This week: remove leaves, Fall mulching
a. Leaf removal 2 weeks ago; end of streets gets many leaves
b. Social
i. No picnic, had ice cream social
1. Should we have a Picnic in 2025?
2. If somebody will organize, Board approved $200 budget for AWHOA Community Picnic
a. Motion: Fred, Second: Allie, Pass 3-0
3. Perhaps make it potluck (as it has been some years)
4. Call for volunteers?
a. Oge interest but has new baby
b. Need a champion, door knocking, flyers, talking to people
ii. Dynamic has changed, people are not participating as kids have gotten older
iii. Don’t have emails for all houses
iv. Halloween: trick or treat, but kids want to go out for it rather than stay on the street
v. (Oge) Comments that we need consistency, show people there is something to buy into, including low level things, need people to step up
5. Budget Discussion
a. Org/Admin line includes fee for registering AWHOA and officers, but we did this ourselves (Fred created form, Dharmesh registered AWHOA)
i. Reduce from $645 to $150 (storage fee)
ii. Put into Contingency
b. Snow: discussion of why this was 50% over budget and if it is possible to estimate better ($2949 with $2000 budgeted)
i. Budget $2500
ii. Ice thawing and refreeze cycle: pretreat, get ice at night, may snow in morning again
iii. Process is Landscaper (Bob) calls Dharmesh for authorization to pre-treat: Don’t want people to slip and fall
c. Landscaping
i. Do not yet have a quote from Landscaper for landscaping work as recommended in walkthrough
1. April will obtain, Board to vote by email
ii. Fred: Feels this should also include replacement of leaning tree (near gap between rows of Skylark Ridge HOA) and not simply removal
1. These trees form a windbreak and also are a visual screen
iii. Approval of Landscaping contract Jan 25 – Dec 26 [Motion: Dharmesh, Second: Allie, Pass 3-0]
iv. Snow contract: March 2025 – March 2027 approved [Motion: Dharmesh, Second: Allie, Pass 3-0]
v. Need to put all contracts on TownSquare
d. Need to review Management Contract
i. Board did not have time to review prior
ii. Will review and approve via email
e. Reserve Study
i. Next study in 3-5 years (2026-2028)
ii. Need to finalize Draft Study
iii. Fred expressed concern over hydrostatic pressure behind large retaining wall: is there any way to assess this? Is this the biggest threat to the wall structure?
iv. Upload Reserve Study to TownSquare web site
1. Sidebar discussion: Board Members have site permissions to add documents and essentially take all other actions on TownSquare
a. Need to add Allie
b. Is there a rollback capability for mistakes? No, but documents also maintained at CAS management company offices
2. Also hosts Bylaws, Financial
a. Should post budget, minutes, Reserve Study
3. Should get everyone to join TownSquare
4. Discussion: What happens if AWHOA leaves Associa/CAS?
a. TownSquare account would be shut down, documents would be delivered on a thumb drive
6. Election
a. Allie was only candidate for her expiring term, no other candidates announced at meeting
i. Re-appointed unanimously to term expiring in 2026 [Motion: Dharmesh, Second: Fred, All Present Voted in Favor]
b. Board Terms (expiration):
i. Dharmesh (2027)
ii. Allie (2026)
iii. Fred (2025)
7. Resident Forum/Questions:
a. Parking problem at small island
i. This is a fire and safety issue, would impede access by fire department and ambulances
1. Fire marshal said because of tall three story buildings, need more room to be able to set up stabilizing outriggers of trucks
ii. Suggested next step is warning to community: mailer to reach all residents (also could discuss pet waste and TownSquare)
iii. Call Howard County non-emergency line to report parking in No Parking zones
8. Summary of Motions and Votes:
a. 2023 Meeting Minutes Approved [Pass, 3-0]
b. Allocate $200 for Spring/Summer Social [Motion: Fred, Second: Allie, Pass, 3-0]
c. Change Contingency budget item from $645 to $150 [Motion: Fred, Second: Dharmesh, Pass, 3-0]
d. Election: Allie reappointed to Board until 2027 [Motion: Dharmesh, Second: Fred, Pass, 3-0]
e. Approve Landscaping Contract Jan 25-Dec 26 [Motion: Dharmesh, Second: Allie, Pass, 3-0]
f. Approve Snow Removal Contract Mar 25-Mar 27 [Motion: Dharmesh, Second: Allie, Pass 3-0]
9. Summary of Actions:
a. Walkthrough of community by Landscaping Contractor (Bob)
b. Sign contracts (Landscaping, Snow Removal)
c. Organize Social (Potluck) [Allie]
d. Reserve Study: Finalize draft, post to Town Square web site
e. Town Square web site for AWHOA:
i. Organize folders
ii. Post Budget, Reserve Study
iii. Contracts
iv. Review merging
f. Parking Issue: send mailing to community about parking in No Parking zones set by fire marshal, follow up with other communications online
i. Request enforcement by Howard County
g. AWHOA Management contract: Board to read, comment, approval needed
10. Adjourn: 9:20 pm
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